HomeMy WebLinkAboutDepartment Head Meetings Minutes 11.18.2003 MINUTES
DEPARTMENT HEAD MEETING
NOVEMBER 18, 2003 3:50 P.M.
OLD COUNCIL CHAMBERS
PRESENT: Mayor Bud Johnson Jean Kerr Jan Faught
Larry McCann Steve Klotz Ken Olson
Mark Anderson Peggy Arnold Gay Easton
Rick Musson Joel Barnhart
Policy Manuals
· Discussion regarding one or two manuals
o Agreement to have two separate manuals in the same book, tabbed and clearly
identified between union and non-union manuals
· Discussion regarding content
o Some grammar corrections are needed.
o Employee birthday and personal day are not listed in the non-union manual.
o Receipt page will be part of new employee process.
· Discussion regarding the Implementation Guide
o Explanation of information should be the same for everyone.
o May not be needed.
· Mayor asked department heads to review the manuals for details.
o Give written comments to Cindy by Tuesday, November 25t~.
· Mayor will have a personnel lawyer review the manuals for any problems.
· Statement is needed in the union manual: Agreement with Local #316 prevails if there
are any conflicts between the union agreement and the policy manual.
· Jan questioned what effect the manual has on the ambulance volunteers.
o Mayor does not have an answer at this time.
o Issue needs to be reviewed.
o Jan will review for possible input regarding any conflict.
Update on abatement of properties · Larry will present an update at the council workshop on November 25th.
· Dean Rankin plans to relocate his store to South 4th Street.
Update on Renerator for WTP
· ACE Electric is currently installing the wiring.
· Generator will be installed sometime during the month of December.
o Critical time for water as the city will be unable to pump water during installation.
o Reservoir will be full before installation begins in the middle of the night.
Results of storage tank cleanin~
· Storage tank was cleaned and the vent was replaced recently.
Water Facilities Plan
Council Workshop Minutes of November 18, 2003
· First four ch~a~ters of the plan will be reviewed with Morrison-Maierle on Wednesday,
November 26 .
· Montana Engineering and Administration will attend the meeting.
· ME&A wrote the grant.
· Morrison-Maierle completed the engineering.
· Definite lines need to be drawn for the continuing responsibilities.
Security door
· No discussion.
Request forms for the shop mechanic
· Steve is producing a draft request form for the shop mechanic's work.
· Request forms will be submitted for work to be done by the shop mechanic on various
pieces of equipment.
o Request form will help to prioritize the work and track time and costs.
Draft of the City of Laurel Safety Program · Steve distributed copies of the draft of the safety program.
· Draft was done in conjunction with the Montana Safety Services Council.
Time tickets
· Steve asked department heads to turn in the PPE 11/26/03 time tickets by 9:00 a.m. on
Friday, November 21st to allow Cheryll to get started because of the Thanksgiving
holiday next week.
· Discussion regarding policy issues of signing time tickets before time is worked
· Time tickets of employees working on the weekend could be turned in on Monday
morning.
VEBA
· Mary was scheduled to present this topic, but she was unable to attend the meeting.
· VEBA is another State retirement option
o Decision needs to be made by July 1, 2004.
o 51% majority would role
o Affects permanent FT/PT employees
o Mary needs to request the State to come to the City of Laurel for a presentation.
Mold report
· Northern Industrial Hygiene submitted an Indoor Air Quality Report.
· State requires all recommendations to be completed within two weeks unless there is a
scheduling problem with a contractor.
o Requested an extension on removal or cleaning of the carpet and the sanding and
work in the crawl space.
· Steve will get a hid on steam cleaning the carpet.
· HEPA filters are being used.
· Cracks have been sealed.
Council Workshop Minutes of November 18, 2003
· If roof leaks are detected, they will be promptly repaired.
o If the roof starts leaking, repairs will cost mom than a building.
AMR billin~ issue · Jan stated that more meetings are needed.
· The AMR billing issue will be presented to the council workshop on December 9th.
Safe .ty needs
· Steve asked Jan to provide training in CPR and blood-borne pathogens.
Police Department update
· Police Commission interviewed four applicants on Monday.
o Commission recommended on individual for hire.
o Background check is being done on the prospective employee.
o Rick requested appointment of the police officer on December 2nd council agenda.
~ Recommendation needs to be presented at the workshop on November 25t~.
o Discussion regarding thc effective date in the conditional job offer letter.
~ Mayor told Rick to have Paul Hutter review the conditional job offer letter.
· Officer Dustin Black had emergency back surgery last week.
e Rick checked with Paul Hutter regarding thc necessary process.
o FMLA process will be used.
· Car lease with the City of Billings
o Laurel Ford will lease a car to the Billings Police Department for use by the
Laurel Police Department.
· FAP building
o Jan and Rick have copies of the only bid received for insulation.
· More bids are needed.
o Lighting issues still need to be corrected.
· Jan will call Ace Electric.
Information on how to handle a Patriot Act subpoena · Libraries are concerned about the effects of the Patriot Act.
· If subpoenaed, an employee cannot speak to anyone about it.
· A policy will be drafted.
Governor's Conference on EmerReney Management · Discussion regarding attendance at the upcoming conference in February 2004
· Rick will review for attendance.
Other
· Rick has been attending the LEPC meetings.
· Discussion regarding pictures for the City Voice
· Council will remove the nuisance ordinance from the table at tonight's meeting.
o Mayor spoke with the Local Government Center regarding tabling the ordinance.
Council Workshop Minutes of November 18, 2003
o Council could have approved the ordinance at first reading, held the public
hearing, and made any revisions before the second reading.
· Need to bring tentative council workshop agendas to the department head meetings.
u Discussion regarding budget timeline
o Mary will distribute the 11/11/03 budget timeline to the department heads.
o Department heads would like the budget sheets distributed as soon as possible.
· Workshop with Local Government Center
o Two workshops will be scheduled in January 2004.
o First workshop will include the Local Government Center and the council.
o Second workshop will include the Local Government Center, the council, and the
department heads.
o Council will pick from the available dates: January 17th, 24th, and 31st.
o Topics will be council planning and priorities.
· Department head ADA training is scheduled on Tuesday, December 2nd, from 9:00 to
11:30 a.m.
· Aviation Technology Week
o Chuck Rodgers is the liaison.
The meeting adjourned at 4:52 p.m.
Respectfully submitted,
Council Secretary
ADA Training
December 2"a, 9:00 to 11:30 a.m.
Future:
Right-of-way fees - solid waste
Bid for material and services - public works
Inclusion of 8t~ Avenue in current residential light district
Council/Planning Board
Feedback from attendance at meetings
Disaster coordination preparedness - Emergency services coordinator replacement needed
Purchasing Policy
City Vehicle Use Policy
4